Tips for a great gallery

A lively gallery doesn’t happen by itself – but with a few deliberate moves you make sure your guests love contributing photos. This page is your best-practice hub: for every tip you get the exact route into the right admin area, the key fields and a link to the in-depth guide.

Tip

Just starting out? First work through the setup checklist – it walks you through every important step.

How to reach the admin portal

All of the areas below live in your event’s admin portal.

1. Open your gallery and tap your profile menu in the top right.

2. Under Management choose Admin portal (or go straight to the /admin route).

3. On the left the sidebar groups everything into categories: Main (Dashboard, Checklist), Gallery (Gallery Overview, Albums, Gamification, Full Download) and Management (Registered Users, Protection, Print Invitations, Settings).

Note

Learn the sidebar labels – they don’t always match their content: Gamification leads to challenges, Protection to invitations & roles, Print Invitations to the Design Studio, Full Download to the backup. On branded events without the matching feature, Gamification, Full Download or Print Invitations are hidden – in that case check under Settings whether the feature is included.

1. Start with an inviting look

First impressions count. Give your event a fitting cover image, a logo and colors that match the occasion – romantic for a wedding, playful for a birthday.

Open Settings and switch to the Style tab. There you’ll find, stacked: Branding assets (upload cover image & logo), Appearance (accent colors – the color picker only appears with the matching plan), Fonts, Header style plus the gallery’s layout, sorting and QR-code settings. Check your look with the Preview button before you save at the bottom with Save Changes. Unsaved changes mark the tab with a red dot; if you navigate away, a dialog warns you.

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The “Style” tab: cover image, logo and a color scheme that fits the occasion.

→ Customizing the look

2. Enable the right features

Think about what suits your event: likes and comments for interaction, challenges and rewards for fun, the map for travel events, video uploads for moving moments.

Open Settings ▸ Features. The toggles enable, among others, liking, comments, tasks, achievements, points, leaderboard, photo wall, map view, sharing, single and bulk download, video upload and the activity feed – plus sub-toggles such as “show challenge progress in the gallery”. Only turn on what you really want – too many features quickly feel cluttered.

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The “Features” tab: enable exactly what suits your event.

→ Turning features on & off

3. Add energy with challenges & rewards

The gamification area is the strongest lever for more photos. Reach it via the sidebar Gallery ▸ Gamification (/admin/gallery/tasks-manager). At the top you’ll find three tabs: Tasks (your challenges), Achievements (badges) and Points Configuration. Every tab is always visible; if the feature isn’t in your plan, it shows a premium overlay.

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Gamification ▸ “Tasks” tab: where you manage your challenges.

3a. Create a challenge

1. In the Tasks tab click New Task in the top right (mobile: “New”).

2. The Add Task dialog opens with its own inner tabs. In the General tab, describe the challenge in the Task field (e.g. “The best smile of the night”). For multilingual events pick the language at the top.

3. Optionally upload an image under Task Image or choose a template.

4. Under Auto-assign to Albums you decide that photos for this challenge automatically land in certain albums. If no suitable album exists yet, the dialog offers to create one with the task’s name in a single click.

5. Use Sort photos by and Order to set the default sorting of the task gallery (event default, upload date, capture date, likes, comments; newest/oldest first).

6. In the Points tab you grant initial and repeat points (only with the points feature active). In the Conditions tab you set availability conditions, toggling between Basic (time windows, dependencies on other tasks/albums) and Advanced (Max Points, Min Achievements and more – plan-dependent).

7. Save with Add (or Save when editing).

3b. Create an achievement

1. In the gamification area switch to the Achievements tab and click New Achievement.

2. In the Create New Achievement dialog fill in Basic Information: Name and Description are required (multilingual). If one is missing, a red warning appears.

3. Under Visual Identity give the achievement an image or badge.

4. Under Reward Type you optionally enable a real reward (e.g. a free drink): with Inventory (quantity) and a Reward Description. This section is plan-dependent.

5. Under Unlock Conditions you define how the achievement unlocks. If you leave the conditions empty, the dialog warns you: you’ll then have to grant the achievement manually in Registered Users.

6. Save with Create Achievement.

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The “Achievements” tab: define achievements and real rewards.

3c. Configure points

In the Points Configuration tab you set up the points system. Best practice: start low and tie points to challenges and achievements – a lively leaderboard is hugely motivating.

You hand out real rewards later via reward tracking using a code, and keep an eye on the inventory there.

Caution

Don’t confuse them: Add Task in the gamification area is about the challenges for your guests. The similarly named task dialog under /admin/checklist belongs to the planning checklist and saves immediately on closing.

→ Challenges · Achievements & rewards · Redeeming rewards

3.5 Use albums to organize

Albums keep the gallery tidy. Via the sidebar Gallery ▸ Albums (/admin/gallery/album-manager) click New Album. In the Add Album dialog you choose:

• Album type – Manual (you sort yourself) or Smart (photos land automatically by rules; plan-dependent).
• Title (required) and optionally a Description, multilingual.
• For smart albums, a rules builder with criteria (including “Person”/faces) and an AND/OR combiner.
• Sort photos by / Order just like in the task dialog.
• Cover – automatic, uploaded or (for existing albums) chosen from the gallery; applied only when you save.

Save with Save.

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Album manager: manage manual and smart albums.

→ Managing albums

4. Place QR codes where guests gather

Access has to be easy to find. Print your QR codes and put them where guests are anyway:

• on the tables
• at the bar
• next to the buffet
• at the entrance to welcome people

You design cards and posters via the sidebar Print Invitations in the Design Studio. Access itself (link, QR, codes) you share via Protection ▸ invitations.

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Design Studio: create QR cards and posters for your event.

→ QR cards & posters · Inviting guests

5. Use the photo wall as an eye-catcher

A live photo wall on a big screen next to the dance floor shows new photos in real time – hugely motivating, because everyone spots themselves right away.

Enable the photo wall under Settings ▸ Features and fine-tune it in Settings ▸ Photo Wall: display duration for images and videos, captions, QR-code overlay, highlights only, display mode and Ken Burns effect.

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The “Photo Wall” tab: duration, captions, QR overlay and effects.

→ Setting up the live photo wall

6. Get the first uploads rolling

An empty gallery invites no one. Via the Gallery Overview (/admin/gallery) upload a few first photos yourself or ask close friends to start. Once the first pictures are visible, everyone else joins in too. For photo booths you can also use live upload, which pushes captures straight into the gallery.

7. Share the load: co-hosts & moderators

For bigger events you don’t have to do it all alone. Give the moderator or admin role to people you trust who keep an eye on the gallery during the party. You manage roles via the sidebar Protection in the advanced mode of invitations.

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Protection ▸ advanced mode: assign moderator and admin roles.

→ Roles & permissions

8. Keep an eye on moderation

With an open gallery it’s worth checking moderation regularly:

1. Open the moderation view, especially when it’s busy.

2. Hide unsuitable photos – they go to the recycle bin and can be restored.

3. Check the reports that come in from your guests.

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Moderation: hide photos and review reports.

Anyone who repeatedly causes trouble can be restricted.

→ Moderation

9. Set privacy & language to fit

For private celebrations an access code protects the gallery, and you can require approval (photos only appear after your review). Set this under Settings ▸ Privacy & Moderation – there you also decide whether only invited guests may join, which default role they get and whether the NSFW filter applies.

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The “Privacy & Moderation” tab: access code, approval requirement and filters.

If guests from different countries join in, set up several languages under Settings ▸ General.

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The “General” tab: several languages for international guests.

→ Privacy & moderation · General settings

10. Back everything up at the end

Once the event is over, the memories are too precious to lose. Via the sidebar Full Download (/admin/download) you download the whole gallery as a ZIP – ideally well before the storage period ends.

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Full Download: save the whole gallery as a ZIP.

→ Backing up all photos

Tip

Plan the backup in advance – for example the day after the event. If a feature is locked (smart albums, colors, advanced conditions, real rewards), a plan upgrade helps. For a full timeline, see Before, during & after the event.